Manager, Event Planning

Job Description

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description

Specific Responsibilities and skills:

• Extensive knowledge and application of event planning principles, concepts, practices and industry standards.
• Ability to use a combination of logic, analysis and relevant experience to assess a situation and accurately define the problem and scope of the primary issue
• Analytical efficiency with ability to multi-task and meet timeliness and accuracy standards by anticipating resources necessary to complete the work
• Demonstrate influence with communicating persuasively with excellent verbal, written and interpersonal skills with ability to influence senior management and to establish effective working relationships with a diverse range of stakeholders
• Gaining support – through established channels, identifies needs in an effort to build support of a solution or idea and establishes trust through actions
• Demonstrate initiative with excellent task management skills including pro-activity, planning, prioritization, objective setting, meeting management and plan
• Execution and problem solving skills under pressure is core to this role.
• Must have a good understanding of the pharmaceutical environment and exhibit the ability to be proactive with respect to conference planning and event management

Essential Functions

• Works independently under the general guidance of the manager
• Organizes and plans logistics for HCP programs including but not limited to; Medical Affairs advisory programs, medical education programs, conference debriefs, annual departmental meetings, and other events for Gilead attendees.
• Works directly with internal stakeholders, staff, and external vendors to ensure logistical aspects of meetings meet expectations
• Communicates with event attendees, including executive management, to ensure they are outfitted with necessary travel and event details
• Communicates directly with external advisors to ensure travel is completed and satisfactory
• Attends events to ensure catering, travel, audio-visual, meeting space, and off-site dinners operate as planned
• Prepares and distributes communication to employees as it relates to meetings or events
• Provides post-event analysis, including event metrics
• Makes recommendations on venues, transportation, catering and similar services
• Negotiates contracts and terms of service with vendors
• Conducts site visits to evaluate vendor services and venues according to internal standards
• Budget responsibilities includes initiating purchase orders, check requests, and honorariums, tracking event budget, reconciling budget post event and reporting expenses per Legal requirements
• Coordinates senior management approval of nominations from Medical Affairs to attend scientific conferences
• In a functional and team-lead capacity, oversees daily activities and reviews work of Events Assistants and Associates under the guidance of the manager
• Develops processes related to department activities and updates current processes as needed
• Provides on-going and ad hoc training on functional processes and policies to external groups and departments
• May lead the roll-out of new applications, tools, and processes to end-users

Knowledge, Experience and Skills

• Must have demonstrated excellence in events management/planning/coordination, negotiating vendor contracts, and managing vendors
• Must have demonstrated excellence in managing multiple, simultaneous, complex projects
• Must have demonstrated excellence in providing customer service and establishing effective working relationships with a diverse range of internal and external key stakeholders
• Must have demonstrated excellent communication and problem-solving skills
• Must have excellent proficiency in Microsoft Office applications
• Must have a thorough understanding of Gilead products and all relevant departmental and corporate policies and processes
• Must have demonstrated excellence in working independently under pressure
• Must have demonstrated success in supervising the tasks of more junior employees
• Must have demonstrated success in making and implementing improvements to the operations of a function
• Must have experience in giving formal presentations to internal groups or departments
• May lead the roll-out of new applications, tools, and processes to end-users
• Speaking multiple languages is highly preferred

Education:

BA degree and minimum of 6+years of relevant experience in the pharmaceutical or event planning industry or a master's degree with 4 years of experience listed above.

People Leader Accountabilities :

•Create Inclusion - knowing the business value of diverse teams, modeling inclusion, and embedding the value of diversity in the way they manage their teams.

•Develop Talent - understand the skills, experience, aspirations and potential of their employees and coach them on current performance and future potential. They ensure employees are receiving the feedback and insight needed to grow, develop and realize their purpose.

•Empower Teams - connect the team to the organization by aligning goals, purpose, and organizational objectives, and holding them to account. They provide the support needed to remove barriers and connect their team to the broader ecosystem.

The salary range for this position is: $126,820.00 - $164,120.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.

For additional benefits information, visit:

* Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

For jobs in the United States:

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex , age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact View email address on gilead.yello.co for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

Gilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, (c) consistent with the legal duty to furnish information; or (d) otherwise protected by law.

Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.